The Importance Of HR Document Auto-Generation

The Importance Of HR Document Auto-Generation

According to an IDC survey, 80% of business leaders in HR reported that having different internal systems/applications that do not integrate causes issues around documentation.

If you work in HR, you’re probably no stranger to the inefficiencies and administration headaches that revolve around HR paperwork.

However, HR departments now have the option to minimize these issues by implementing HR document automation. Automated HR documentation generation can yield a number of far-reaching benefits. By adopting automated document processes within HR, organizations can gain a competitive edge and tackle longstanding HR documentation problems.

To avoid escalating inefficiencies and HR-related costs, it is essential that companies understand the importance of HR document automation. Read on to learn about the advantages associated with document auto-generation.

Improved Productivity

Auto-generation of HR documentation has the potential to dramatically increase productivity within HR departments. Manual documentation creation is time-consuming and messy. Errors can creep in, and inconsistencies in design are common.

What’s more, the storing of manually generated documents is also rife with pitfalls.

Research shows that employees spend 25% of their time searching for information manually. If this isn’t bad enough, managers spend more than 50% of their time retrieving data and documents.

By streamlining the HR document creation process through auto-generation, HR departments are able to easily access existing documents. Moreover, document automation includes assembly features, which can eliminate manual document package setup.

Cutting down on time spent creating and retrieving documents also allows HR resources people to focus their intellectual capital in more valuable areas. This, in turn, poses opportunities for cost savings and increased company growth.

Reduction of Employee Turnover

As HR personnel well know, high employee turnover can come with an exorbitant amount of hidden costs. One way to reduce employee turnover is to implement HR document automation.

According to reports, almost 30% of new hires resign in the first three months of employment.

Auto-generation of HR documentation can support employee retention by improving new employees’ onboarding experiences. New staff are likely to become disheartened if they are not guided. By automating a communication process with new employees, they are more likely to feel confident in their roles.

If this is hard to believe, consider these survey results. Out of employees who quit shortly after the hiring process, 23% stated that more precise directions on their duties might have kept them in their new position.

Minimization of Documentation Errors and Data Duplication

One of the most critical aspects of HR document auto-generation is it reduces errors and inconsistencies.

Document generation systems allow companies to store resources in a central repository. Here the company assets are maintained. These included resources like branding content, logos, and document fragments.

Any time a change takes place, this is replicated across templates to ensure a consistent update to all relevant materials. This function can save HR departments vast amounts of time that would have been spent manually making changes to existing documents.

This automated updating of templates also eradicates the chance of inconsistencies and errors developing.

What’s more, the centralized storage function of document generation services ensures that documentation is not duplicated.

Reduced Compliance and Policy Violations

Compliance and policy violations caused by inaccurate HR documentation can be costly. By law, companies are required to keep employee information on hard for a number of years. Contracts, company policies, and other HR documents all need to 100% correct.

This is another area where automated document creation can be of great benefit.

Document automation not only ensures better consistency and accuracy across templates, but it also offers a central, secure, and organized storage and retrieval function. These elements are vital for HR administration and document handling.

Enhanced Analysis of HR Data

Another area that document automation can enhance is the analysis of HR data.

Firstly, HR professionals who have a document generation system at their disposal have more time to engage in analysis. Secondly, HR document management systems are able to store and collate data.

From this data, HR leaders are then able to make informed decisions around talent forecasting, current staffing needs, and more.

Another key area that automation can assist in is employee performance. To dig into every employee’s records and collate a performance report is not practical. Document automation software, however, can extract this data instantaneously. The end result is that managers can gain access to valuable insights.

Better Timesheet Management

Timesheet management is another area of HR documentation that is traditionally considered a nightmare. Things like overtime need to be recorded accurately, and even small errors can cause large problems.

Timesheet management through document automation is both faster and more accurate than manual timesheet maintenance. What’s more, through centralized document storage, employees can have on-demand access to their timesheets.

Streamlined Leave Requests

Employees might fear automation in the workplace. But they’ll love HR leave documentation automation.

HR document automation can streamline leave requests and cut down on time spent communicating between HR and employees.

Traditionally, managing leave involved a lot of work. Whenever an employee requested leave, their remaining leave days would need to be checked. The employee would then have to be notified whether they are eligible for leave.

If this process takes too long, the employee’s travel or other arrangements may be disrupted.

Automated document production can speed up the timeline on leave requests and reduce back and forths related to employee record errors.

Does Your Company Need HR Document Automation?

HR document automation can have a ripple effect across HR departments and companies as a whole. From increasing employee retention and productivity to improving HR analytics and talent forecasting—the gains that document auto-generation pose are substantial.

If you are interested in researching document automation for your organization, take a look at our automated document assembly software. To learn more about our product, you can request a free demo, or contact us if you have any questions.

document automation buyer's guide

Document Automation Buyer's Guide

Jump-start your Customer Communication Request Ecrion’s 15-point buying guide, which details the top factors companies consider when selecting a Document Automation solution.